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AHA Minutes - 06/28/2022

MINUTES

THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Annual Meeting

June 28, 2022

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama, had its Annual Meeting on Tuesday, June 28, 2022. The meeting was held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL 36832.

CALL TO ORDER

The Board of Commissioner's Annual Meeting was called to order at 12:07 pm by Chairperson Robert Smith.

ROLL CALL

Board Present: Nolan Torbert, Deborah Hand, and Robert Smith
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), Wendy Cochran (Staff)

Board Absent: Marguerite White and Rene Waldrop
There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

Chairperson Smith requested to Table Resolution FYE2022-037 (Election of Officers) due to the absence of Commissioners Waldrop and White. Chairperson Smith asked for a motion to approve the revised Agenda. Commissioner Torbert moved that the revised Agenda be approved. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the revised Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the May 31, 2022 Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the May 31, 2022 Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS
A. Accounts Receivable Report: Business Activity
Commissioners were provided a copy of the Accounts Receivable report. The report reflected expense reimbursements through April 2022.

B. AHA Business Activity: April 2022
Commissioners were provided a copy of the Business Activity's April 2022 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

C. Multifamily Housing Department: AHA Development LLC: April 2022
Commissioners were provided a copy of the AHA Development LLC's April 2022 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

D. HCV Program: April 2022
Commissioners were provided a copy of the HCV's April 2022 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

Wendy Cochran, COO, reviewed all financial reports. There was various discussion regarding the reports. Due to file size, detailed financial reports were emailed to the Board before the meeting.

UNFINISHED BUSINESS

A. Proposed Ridgecrest Redevelopment
The Board was provided a copy of the Ridgecrest Redevelopment Report. Secretary/Treasurer Tolbert reviewed the report. There was various discussion regarding the proposed redevelopment.
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B. COVID-19 Update
The Board was provided a copy of the COVID-19 Update report. Secretary/Treasurer Tolbert reviewed the report. There was various discussion regarding COVID-19. It was reported that the COVID-19 Update report will cease due to decrease in activity. Appliable updates will be included on the Department or Miscellaneous Report.

C. LHA HUD Lawsuit
Secretary/Treasurer Tolbert reported that the LHA received its HUD damages.

D. Landlord Symposium
Secretary/Treasurer Tolbert reported that the Landlord Symposium will be held on July 14, 2022. There was discussion regarding the event.

NEW BUSINESS

A. Resolution FYE2022-030: FYB2021 Budget Revision AHA Development LLC
Resolution FYE2022-030 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the AHA Development LLC's FYB2021 budget revisions. The revisions were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2022-030. Commissioner Torbert moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2022-031: FYB2021 Budget Revision HCV
Resolution FYE2022-031 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the HCV's FYB2021 budget revisions. The
revisions were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2022-031. Commissioner Torbert moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Resolution FYE2022-032: FYB2022 Budget - Business Activity
Resolution FYE2022-032 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the Business Activity's FYB2022 budget. The budget was reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2022-032. Commissioner Torbert moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

D. Resolution FYE2022-033: FYB2022 Budget - AHA Development LLC
Resolution FYE2022-033 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the AHA Development LLC's FYB2022 budget. The budget was reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2022-033. Commissioner Torbert moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

E. Resolution FYE2022-034: FYB2022 Budget - HCV
Resolution FYE2022-034 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the HCV's FYB2022 budget. The budget was reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2022-034. Commissioner Torbert moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

F. Resolution FYE2022-035: Fiscal Management Policy Revision
Resolution FYE2022-035 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the Fiscal Management policy revisions. The
revisions were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2022-035. Commissioner Torbert moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

Chairperson Smith requested in subsequent budgets, that an addendum is included for form HUD-52564 to reflect the dollar amounts for per unit month (PUM) totals. Wendy Cochran left the meeting after the budgets were approved.

G. Resolution FYE2022-036: AHA Development LLC Tenant Write-Offs
Resolution FYE2022-036 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve write-offs in the amount of $5,377.99. The
write-offs were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2022-036. Commissioner Torbert moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

H. Resolution FYE2022-037: Election of Officers
Resolution FYE2022-037 was Tabled due to the absence of Commissioners White and Waldrop.

I. Next Meeting
The next Regular Meeting will be held on Tuesday, July 26, 2022, at 12:00 pm. Lunch will be served at 11:30 am.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department: Property Management and Maintenance Divisions
Commissioners were given a copy of the Multifamily Housing Department report which covered activities through May 2022. Secretary/Treasurer Tolbert reviewed the report. The Property Management report reflected an average occupancy rate at 97%. The Maintenance report reflected an average work order completion rate at 98%.

B. HCV Department
Commissioners were given a copy of the HCV Department report. Secretary/Treasurer Tolbert reviewed the report. The report reflected voucher utilization through May 2022.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report. Secretary/Treasurer Tolbert reviewed the report. It was reported that the installation of compliance cameras is complete. There was discussion regarding previous and pending resident events.

D. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report. Secretary/Treasurer Tolbert reported the Board will meet in Executive Session at the July 26, 2022 meeting to discuss a personnel matter. It was also stated that AHA received the 2022 SERC Collaboration Award for its partnership with City of Auburn and the East Alabama Food Bank for administering the onsite Farmer's Market.

A copy of all reports and supporting documentation are attached and made a part of the
Minutes.

ADJOURNMENT

Secretary/Treasurer Tolbert thanked the Board for attending the meeting. There being no further business, Chairperson Smith asked for a motion to adjourn. Commissioner Torbert moved that the meeting be adjourned; Commissioner Hand seconded. The meeting was adjourned at 1:19 pm.